RFB NUMBER:
RAF/2014/00025
DESCRIPTION:
PUBLISH DATE:
Request For Bid: Supply, Configure, Install and Maintain
an Interface System between SAP and RAF Biometric
System.
05 September 2014
VALIDIY PERIOD:
120 days from the closing date
CLOSING DATE:
30 September 2014
CLOSING TIME:
11:00 a.m. the closing time will be as per the clock at the
RAF reception
COMPULSORY
There will be no briefing session for this bid.
BRIEFING SESSION:
BID RESPONSES
Road Accident Fund (RAF)
MUST BE HAND
2 Eco Glades Office Park
DELIVERED /
420 Witch-Hazel Avenue
COURIERED TO:
Centurion
0046
Pretoria
ATTENTION:
Monare Mashego
NB: Bidders must ensure that they sign the register at the reception when
delivering their bids
BIDDER NAME:
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Bidders should ensure that bids are delivered in time to the correct address. If the bid is late, it shall not be
accepted for consideration. The RAF reception is generally accessible 8 hours a day (07h45 to 16h00); 5 days
a week (Monday to Friday). Bidders must ensure that they sign the register at the reception when delivering
bids. Bidders must advise their couriers of the instruction above to avoid misplacement of bid responses.
ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS
THIS BID IS SUBJECT TO THE GENERAL CONDITIONS OF THE BID, THE GENERAL CONDITIONS OF
CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT.
THE FOLLOWING PARTICULARS MUST BE FURNISHED (FAILURE TO DO SO SHALL RESULT IN
YOUR BID BEING DISQUALIFIED)
BIDDING STRUCTURE
Indicate the type of Bidding structure by marking with an ‘X’:
Individual bidder
Joint venture
Consortium
Using Subcontractors
Other
If individual bidder, indicate the following:
Name of bidder
Registration number
VAT registration number
Contact person
Telephone number
Fax number
E-mail address
Postal address
Physical address
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If Joint Venture or Consortium, indicate the
following: (To be completed for each JV/ Consortium
member)
Name of Joint Venture/ Consortium member
Registration number
VAT registration number
Contact person
Telephone number
Fax number
E-mail address
Postal address
Physical address
If using subcontractors, indicate the following:
Name of prime contractor
Registration number
VAT registration number
Contact person
Telephone number
Fax number
E-mail address
Postal address
Physical address
If Joint Venture or Consortium, indicate the
following:
Name of prime contractor
Registration number
VAT registration number
Contact person
Telephone number
Fax number
E-mail address
Postal address
Physical address
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Checklist of documents to be submitted:
Please tick in the relevant block below
YES
NO
One original tender document with three (3) copies (clearly marked as original and copy 1 of
2, etc)
Original and valid Tax Clearance certificate.
Audited Past three years Annual financial statements with signed audit report in case of a
company.
Past three years Annual financial statements prepared by an independent accountant in case
of a CC.
Original certified copies (Copy with original stamp) of your CIPRO company registration
documents listing all members with percentages, in case of a CC.
Latest original certified copies of all share certificates (i.e. copy with original stamp), in case
of a company.
Shareholding breakdown per race, gender and percentage shareholding with shareholders of
the bidding company who are not individuals.
Declaration of interest
List of references of past and present clients (Company name, department, branch, contact
person with office telephone number and email address)
BEE rating certificate issued by a SANAS Accredited BEE verification agency
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Please ensure that the following documents are completed:
YES
NO
Completed Bid Conditions
Completed Economic Empowerment
Completed Due Diligence
Completed Price Schedule with detailed breakdown
Kindly take note that:
1.
Should all of these documents not be included, the bidder may be disqualified on the basis of
non-compliance.
2.
The same documents must be submitted for all other companies that are involved in the
tender in case of a consortium.
___________________
________________
Signed
Name in Print
Capacity
Date
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TABLE OF CONTENTS FOR RFB: RAF/2014/00025
1.
CONDITIONS AND UNDERTAKINGS BY BIDDER
2.
BID CONDITIONS
3.
SPECIAL CONDITIONS OF CONTRACTS
ANNEXURES
ANNEXURE A:
SBD 2 TAX CLEARANCE
ANNEXURE B:
SBD 4 DECLARATION OF INTEREST
ANNEXURE C:
SBD 6.1 BLACK ECONOMIC EMPOWERMENT
ANNEXURE D:
SBD 8 DECLARATION OF BIDDER PAST SUPPLY CHAIN MANAGEMENT
ANNEXURE E:
SBD 9 CERTIFICATE OF INDEPENDENT BID DETERMINATION
ANNEXURE F:
SCOPE OF WORK
ANNEXURE G:
REFERENCE QUESTIONAIRE
ANNEXURE H:
SERVICE PROVIDER AGREEMENT
ANNEXURE I:
PRICING SCHEDULE
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1.
1.1
CONDITIONS AND UNDERTAKINGS BY BIDDER BID
The Bid forms should not be retyped or redrafted but photocopies may be prepared and
used.
However, only documents with the original signature in black ink shall be accepted.
Additional offers against any item should be made on a photocopy of the page in question.
1.1.1
Black ink should be used when completing Bid documents.
1.1.2
Bidders should check the numbers of the pages to satisfy themselves that none is missing or
duplicated. Road Accident Fund will accept NO liability in regard to anything arising from the fact
that pages are missing or duplicated.
1.2
I/We hereby Bid to supply all or any of the supplies and/or to procure all or any of the services
described in the attached documents to Road Accident Fund on the terms and conditions and in
accordance with the specifications stipulated in the Bid documents (and which shall be taken as
part of, and incorporated into, this Bid) at the prices inserted therein.
1.3
I/We agree that -
1.3.1
The offer herein shall remain binding upon me/us and open for acceptance by Road Accident Fund
during the validity period indicated and calculated from the closing hour and date of the Bid;
1.3.2
the laws of the Republic of South Africa shall govern the contract created by the acceptance of
my/our Bid and that I/we choose domicilium citandi et executandi in the Republic as indicated
below; and
1.4
NB: BIDDERS TERMS AND CONDITIONS ARE NOT ACCEPTABLE.
1.5
I/We furthermore confirm that I/we have satisfied myself/ourselves as to the correctness and
validity of my/our Bid that the price(s) and rate(s) quoted cover all the work/item(s) specified in
the Bid documents and that the price(s) and rate(s) cover all my/our obligations under a resulting
contract and that I/we accept that any mistakes regarding price(s) and calculations will be at
my/our risk.
1.6
I/We hereby accept full responsibility for the proper execution and fulfillment of all obligations and
conditions devolving on me/us under this Bid as the Principal(s) liable for the due fulfillment of this
contract.
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Signature(s) of Bidder or assignee(s)
Date
Name of signing person (in block letters)
Capacity
Are you duly authorized to sign this bid?
Name of Bidder [company name]
(in
block letters)
Postal address (in block letters)
Domicilium citandi et executandi in the RSA (full street address of this place) (in block letters)
………………………………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………………………………
Telephone Number: ................................................ FAX Number..............................................
Cell Number..…………………………….
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2
2.1
BID CONDITIONS
Bidders shall provide full and accurate answers to all (including mandatory) questions posed in
this document, and, are required to explicitly state either "Comply” or “Not Comply” or “Partial”
(with a )" regarding compliance with the requirements. Where necessary, the bidder shall
substantiate their response to a specific question.
2.2
A “” under “Comply” will be interpreted as full compliance/acceptance to the applicable
paragraph. A “” under “Comply” will be interpreted that the Bidder/s has/have read and
understood the paragraph, but the bidder does not accept the content of the applicable
paragraph. A “” under “Partial” will be interpreted and evaluated objectively against explanations
and supporting documentation accordingly.
NOTE: If PARTIAL is indicated as the level of compliance and NO supporting
documentation is provided that clearly clarifies the Bidder/s position, the paragraph
will be evaluated as “Non Comply”.
It is mandatory for the bidders to comply with the following bid conditions.
2.3
The following bid conditions will govern the contract between the Road Accident Fund
and the successful bidder:
Requirement
ACCEPT
NOT ACCEPT
2.3.1
Bidders are invited to offer the Services in accordance
with the attached Specifications and the conditions
within this document.
2.3.2
The successful Bidder/s will be contracted to procure
the Services for a period to be agreed after which RAF
reserves the right to review and extend the contract
for further period/s at the RAF’s discretion.
2.3.3
The fees will be negotiated.
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Interpretation of requirements
ACCEPT
NOT ACCEPT
ACCEPT
NOT ACCEPT
ACCEPT
NOT ACCEPT
2.3.4
The Bidder/s shall accept RAF’s interpretation of any
specific
requirement
Specifications
should
in
the
there
Bid
be
a
documents
or
difference
of
interpretation between the Bidder/s and RAF.
2.3.5
Should any dispute arise as a result of this Bid and/or
the subsequent contract, which cannot be settled to
the mutual satisfaction of the Bidder/s and RAF, it shall
be dealt with in terms of the General Conditions of
Contract of this document.
2.3.6
Should there be any discrepancies between the Bid
conditions and any other documentation that forms
part of this RFB, the Bid conditions shall take
preference.
Documentation
2.3.7
Fully comprehensive service documentation shall be
supplied in English by each Bidder, which shall
explicitly and detail, describe the service/s offered.
This documentation shall include sufficient detail to
clearly give the reader a precise and unambiguous
description of the service/s offered. Incomplete or
incomprehensive service documentation will result in
rejection of the offer.
2.3.8
Bidder’s name and address should clearly appear on
the outside of tender documents and on envelope.
Selection
2.3.9
RAF reserves the right to evaluate and consider any
Bids that do not comply strictly to this RFB.
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Selection
ACCEPT
NOT ACCEPT
2.3.10
Acceptance of any Bids will only indicate, without any
obligations on the part of either RAF and/or a Bidder,
the
willingness
of
such
parties
to
enter
into
negotiations, which may or may not result in a
contract/order as the case may be.
2.3.11
RAF reserves the right to make a selection solely on
the information received in the Bids or to negotiate
further with one or more Bidder/s.
2.3.12
The Bidder/s selected for further negotiations, if any,
will be chosen on the basis of the greatest benefit to
RAF and
not necessarily on the basis of lowest price
or any other criteria.
2.3.13
Should RAF consider it necessary, the Bidder/s shall
agree to an inspection of the resources and works of
the Bidder, if so requires.
2.3.14
Should RAF consider it necessary, RAF will visit the
Bidder/s customer sites.
2.3.15
RAF reserves the right:
2.3.15.1 to cancel this RFB at any time;
2.3.15.2 not to accept any Bids;
2.3.15.3
to accept one or more Bids for further negotiation and;
2.3.15.4
to contact any Bidder during the evaluation period, to
clarify information only, without informing any other
Bidder.
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Copyright
ACCEPT
NOT ACCEPT
ACCEPT
NOT ACCEPT
ACCEPT
NOT ACCEPT
2.3.16
The specifications are the intellectual property of Road
Accident Fund.
2.3.17
The contents of any specifications are the property of
RAF and are confidential. It shall not in any manner be
reproduced, destroyed, lent or given away without the
permission.
Precedence
2.3.18
All details, dimensions and instructions shown on any
drawings, diagrams and specifications quoted, shall
form part of this bid document.
2.3.19
If there is any contradictory requirements between the
specifications, the drawings referred to and other
specifications that have been quoted, the order of
precedence, from highest to lowest is:

Statutory and mandatory requirements,

This bid document,

Contract Conditions.
Alternative suppliers
2.3.20
The Bidder accepts that the RAF will have the right to
contract with any other Service Provider for provision
of services not covered by this specification.
2.3.21
Bidder must also submit: A written statement to the
specification of RAF by the bidder, that
none of his
personnel have any involvement or interest in the
bidder’s business.
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Submission of Bid
ACCEPT
NOT ACCEPT
ACCEPT
NOT ACCEPT
ACCEPT
NOT ACCEPT
ACCEPT
NOT ACCEPT
2.3.22
RAF will also reject an offer if the Bidder/s fail to
complete the compliance section/s in the format as
described in paragraphs 2.1.and 2.1.
Service approval
2.3.23
The Procuring of the Services shall not take place until
RAF has given final approval of all procedures.
Additional Criteria
2.3.24
RAF will evaluate the bids against the following
criteria:

Compliance
to
the
Specifications/
Functionality

Price

BEE

Compliance to Bid Conditions
Black Economic Empowerment
2.3.25
RAF has established a programme of economic
empowerment in our procurement strategies. In this
regard, companies are required to indicate their
involvement,
current
and
planned,
with
black
businesses and professionals. This will for an important
part of the evaluation criteria to be used. RAF reserves
the
right
to
request
all
relevant
information,
agreements and other documents to verify information
supplied in response hereto.
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Addenda
ACCEPT
NOT ACCEPT
ACCEPT
NOT ACCEPT
ACCEPT
NOT ACCEPT
ACCEPT
NOT ACCEPT
2.3.26
In the event that modifications, clarifications or
additions to the RFB become necessary, all Bidders will
be notified, in writing, addenda to this RFB.
Preparation Costs
2.3.27
All costs incurred in the preparation, presentation and
demonstration of the response shall be for the account
of the bidder. All supporting documentation and
manuals submitted with RFB will become RAF property
unless otherwise stated by the Bidder/s at the time of
submission.
Confidential Material
2.3.28
Any material submitted by the Bidder/s, which is
considered to be confidential in nature, must be clearly
marked as such.
Payment Terms – Local Creditors
2.3.29
Payments of invoices will be effected on by last day of
the calendar month following the calendar month of
receipt
of
a
correct
and
original
invoice.
Invoices/statements should be submitted after RAF
has acknowledged receipt of the services procured or
goods supplied. A correct and original monthly
statement reflected the above invoices must be
submitted to RAF by the 5th of each month.
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Please note that the following clauses of RAF’s conditions and Procedures governing the
Procurement of Services.
2.4
CONTRACT TERMINATION
2.4.1
A contract/s with a successful Bidder/s may be terminated by the RAF on the grounds of valid
commercial or operational requirements that were not foreseen at the time of the Request for Bid
being submitted and the contract being entered into.
The RAF, if it wishes to terminate the
contract, shall be required to give 30 (thirty) days written notice of its intention to terminate the
contract.
Such notice must be preceded by bona fide discussion between the RAF and the
successful Bidder. In this instance the RAF shall only remain liable for all amounts due to the
successful Bidder with respect to the period ending on the date of the cancellation, and shall not
be held liable for any damages or losses on the basis of such a termination of the contract.
2.5
DISPUTE RESOLUTION
2.5.1
All disputes arising out of this RFB or relating to the legal validity of this RFB or any part thereof
shall be resolved under this paragraph. The parties must refer any dispute to be resolved by:
2.5.2
o
Negotiation, in terms of paragraph 2.5.3; failing which
o
Mediation, in terms of paragraph 2.5.4; failing which
o
Arbitration, in terms of paragraph 2.5.6.
Paragraph Clause 2.5.1 shall not preclude any party from access to an appropriate court of law for
interim relief in respect of urgent matters by way of an interdict, or mandamus pending
finalisation of the dispute resolution process contemplated in paragraph 2.5.1, for which purpose
the parties irrevocably submit to the jurisdiction of a division of the High Court of the Republic of
South Africa.
2.5.3
Within ten (10) days of notification, the parties must seek an amicable resolution to the dispute
by referring the dispute to designated and authorized representatives of each of the parties to
negotiate and resolve the dispute.
If an amicable resolution to the dispute is found the
authorized representatives of the parties must sign, within the ten (10) day period, an agreement
confirming that the dispute has been resolved.
2.5.4
If negotiation in terms of paragraph 2.5.3 fails, the parties must, within fifteen (15) days of the
negotiations failing, refer the dispute for resolution by mediation under the rules of the Arbitration
Foundation of Southern Africa (or its successor or body nominated in writing by it in its stead).
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2.5.5
The periods for negotiation (specified in paragraph 2.5.3) or for referral of the dispute for
mediation (specified in paragraph 2.5.4), may be shortened or lengthened by written agreement
between the parties.
2.5.6
In the event of the mediation contemplated in paragraph 2.5.4 failing the parties shall refer the
dispute, within fifteen (15) days of the mediation failing, for resolution by expedited arbitration
under the current rules of the Arbitration Foundation of Southern Africa (or its successor or body
nominated in writing by it in its stead).
2.5.7
A single arbitrator shall be appointed by agreement between the parties within ten (10) days of
the dispute being referred for arbitration, failing which the arbitrator shall be appointed by the
Secretariat of the Arbitration Foundation of Southern Africa (or its successor or body nominated in
writing by it in its stead).
2.5.8
At all times, every reasonable effort shall be made to ensure that such arbitrator has the
necessary technical skills to enable him to adjudicate the dispute in a satisfactory manner.
2.5.9
The arbitration shall be held at Sandton, South Africa, in English.
2.5.10
The South African law shall apply.
2.5.11
The parties shall be entitled to legal representation.
2.5.12
The award of the arbitrator shall be final and binding on the parties, who hereby agree to give
effect to the award. Either party shall be entitled to have the arbitrator’s award made an order of
court at the cost of the party requesting same.
2.5.13
This paragraph shall constitute the irrevocable consent of the parties to the dispute resolution
proceeding in terms hereof and neither of the parties shall be entitled to withdraw there from or
to claim at any arbitration proceedings that they are not bound by the arbitration provisions of
this RFB.
2.5.14
Both parties shall comply with all the provisions of the RFB and with all due diligence during the
determination of such dispute should the latter arise during the course of the RFB.
2.6.1.1
PAYMENT TERMS - LOCAL CREDITORS
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2.6.2
Original, detailed, correct and complete tax invoices, monthly statements (where applicable), VAT
registration numbers (where applicable), verification of bank details (in the format required) and
any other relevant supporting documents must be submitted to the Fund after it has
acknowledged receipt in writing of the services procured or goods received, to its satisfaction.
2.6.3
Tax invoices and all necessary supporting documents contemplated in 9.1 above must be
submitted to the Fund by the 1st (first) business day of a calendar month in order for payment to
be effected by the end of the same calendar month. Otherwise payment shall be effected by the
end of the following calendar month. Payments shall furthermore only be made on condition that
the required documentation submitted are the originals, correct and complete.
2.6.4
No penalty interest shall be permitted to be charged in the event of the requirements referred to
in 9.1 and 9.2 above not being complied with.
2.6.5
Payment shall be effected by electronic bank transfer or any other method of payment decided to
be used by the Fund from time to time and at the Fund’s sole discretion.
2.6.6
Payment shall furthermore be subject to the Fund’s standard Special Terms and Conditions of
Contract, which if applicable shall prevail over this clause in all instances; and a copy whereof
shall be furnished upon request.
2.7
TERMINATION
2.7.1
The following clause will be applicable to all contracts entered into/orders placed by RAF:
If, at any time during the currency of this Bid and subsequent contract/order, RAF in its
reasonable discretion determines that the other party has, in respect of this bid, contract/order or
any other contract/order or agreement to which they were or are parties to:

Acted dishonestly and/or in bad faith, and/or

Has made any intentional or negligent misrepresentation to RAF whether in any
negotiations preceding the conclusion of, or in the execution of this RFB or any other
agreement between the parties,
Then RAF shall be entitled by written notice to the other party forthwith to cancel this
contract/order. Upon such cancellation, RAF shall be entitled, in addition to all other remedies
available to it, to recover from the other party all damages it has suffered by virtue of such
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conduct by the other party. Should, at the time of such cancellation, AF be indebted to the other
party for any amounts whatsoever, RAF shall be entitled to withhold payment in respect thereof
for a period of 90 (ninety) days from the date of cancellation in order to investigate the party’s
conduct and any damages suffered by RAF. NO payment by RAF to the other party after the lapse
of such period shall preclude RAF thereafter, from recovering from the other party any such
damages as it may have suffered.
2.8
SPECIFIC INFORMATION REQUIRED
For ease of reference and evaluating purposes, please furnish replies under the same headings
and refer individually to all specific paragraph numbers. Please be clear in your response and use
definite answers.
2.9
COPIES REQUIRED
It is a condition that the Bidder/s shall furnish an offer comprising of one (1) original plus 3
(Three) copies for the supply of products and services enumerated in this Request for Bid
Document. The Bidder/s shall ensure that all the relevant information and documentation is
submitted with the original as well as the copies. RAF shall not be liable should it become evident
that a Bidder/s offer/s is/are not accepted and the reason for such non-acceptance is as a result
of the Bidder/s failure to include the information in all three copies.
2.10
DUE DILIGENCE
Bidder/s must supply Financial Information as requested in par 2.11.10 and Annexure C.
2.11
GENERAL VENDOR INFORMATION
The following general information is required from the prospective vendor:
2.11.1
2.11.2
NAME OF COMPANY/TRADING AS:

Postal Address

Street Address

Telephone and facsimile numbers
COMPANY HEAD OFFICE:

Postal Address
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
Street Address

Telephone and facsimile numbers
2.11.3
Contact person
2.11.4
List
of
Directors/Partners/affiliated
companies
with
proof
of
shareholding
with
this
companies/trust - Compulsory
2.11.5
List of shareholders (Certified original copies of individual share certificates/certified original
copies of Cipro registration document indicating members with percentage interest) –
Compulsory.
2.11.6
Date of registration – Compulsory – [if applicable]
2.11.7
Company registration number. – Compulsory [if applicable]
2.11.8
Draw or attach the organizational structure of your company:
a)
Ownership structure, i.e. the % shareholding by major investors and controlling interest in
affiliated companies.
b)
Basic functional structure, i.e. the administrative section of your company with which RAF
will be dealing on a day-to-day basis.
2.11.9
Original Valid Tax Clearance Certificate. - Compulsory
2.11.10
Audited Financial Statements with auditor’s report of the company for the past three years. /
Financial Statements of a CC for the past three years prepared by an independent accountant
with proof. – Compulsory
2.12
INFRASTRUCTURE
a)
Would you describe your business as international, national or regional?
b)
List all branches and offices of your company countrywide (Republic of South Africa)
together with telephone numbers.
2.13
ACTIVITY AND SERVICE PROFILE
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2.13.1
Detailed description of main field of expertise/area of operation of company.
2.13.2
Range of services offered.
2.13.3
Reference list of some contracts completed during the last 3 to 5 years, including value, duration,
location and contact persons
2.13.4
List of current contracts and value thereof. Submit a list of current contracts, contact person and
contract numbers.
Has any contract with your company ever been cancelled by a client? If YES, provide details.
2.14
TRAINING CAPABILITIES
2.14.1
Does you company have any in-house training capabilities? (Infrastructure)
2.14.2
If YES, provide an overview of:
 Activities included in this process (in-house training).
 Method used for evaluating the effectiveness of the in-house training capabilities to ensure
the required level of service is maintained.
2.14.3
What training is done by the company?
2.14.4
What type of training is done for you by other companies and who are these companies? (Provide
details please)
2.14.5
What type of continuing/supplementary training is done by the company? Give details of subjects,
schedules, etc.
2.14.6
Do you have staff in your training department employed on a contract basis? If YES, give details.
2.15
MANAGEMENT AND SERVICING
2.15.1
Please supply a full description of how the company is organized together with an organization
organogram.
2.15.2
Please indicate a breakdown of staff compliment into management/ supervisors/ administration/
guards/ other services (specify).
2.15.3
Please
provide
details
of
qualifications
and
selection
process
with
regards
to
management/supervisory expertise in the company.
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2.15.3.1
Are all these personnel employed on a full time basis? If not, provide details.
2.16
ELECTRONIC DATA INTERCHANGE
Respond to the following questions in respect of Electronic Data Interchange (EDI). Please tick
the relevant box.
a)
Do you have access to Internet?
Yes
b)
No
Are you interested in Electronic Data Interchange (EDI) between yourselves and RAF?
Yes
No
2.17.1.1
REASONS FOR DISQUALIFICATION
2.17.1
The RAF reserves the right to disqualify any bidder which does any one or more of the
following, and such disqualification may take place without prior notice to the offending
bidder, however the bidder shall be notified in writing of such disqualification:
2.17.1.2
bidders who do not submit a valid and original Tax Clearance Certificate on the closing date
and time of the bid;
2.17.1.3
bidders who submitted incomplete information and documentation according to the
requirements of this RFB;
2.17.1.4
bidders who submitted information that is fraudulent, factually untrue or inaccurate, for
example memberships that do not exist, BEE credentials, experience, etc.;
2.17.1.5
bidders who received information not available to other vendors through fraudulent means;
and/or
2.17.1.6
bidders who do not comply with mandatory requirements as stipulated in this RFB.
2.17.2
There shall be no public opening of the Bids received; however, the list of bids received may
be published on the RAF website. There shall be no discussions with any enterprise until
evaluation of the proposal has been complete. Any subsequent discussions shall be at the
discretion of the RAF. Unless specifically provided for in the proposal document, bids
submitted by means of telegram, telex, facsimile or similar means shall not be considered.
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2.17.3
No Bids from any bidder with offices within the RSA shall be accepted if sent via the Internet
or e-mail. However Bids from international bidders with no office or representation in the RSA
shall be accepted if received via the Internet or e-mail before the closing date and time.
2.17.3.1
Such Bids shall not be made available for evaluation until the original signed documentation
is received within three (3) working days after the closing date, otherwise the proposal shall
be disqualified. International bidders must submit proof that they do not have any offices or
representation in South Africa.
2.18
ENQUIRIES
2.18.1
Enquiries regarding this Request for Bid should be submitted via e-mail to:
Bid enquiries:
Procurement Specialist
monarem@raf.co.za
Enquiries should reference specific paragraph numbers, where appropriate.
All questions/ enquiries must be forwarded in writing not later than 11:00 on
16 September 2014.
Questions/enquiries received after 11:00 on 16 September 2014 will not be entertained.
Questions/ Answers will be published on the RAF website on 18 September 2014.
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3
GENERAL CONDITIONS OF CONTRACT
3.1
Definitions
The following terms shall be interpreted as indicated:
3.1.1
“Closing time” means the date and hour specified in the bidding documents for the receipt
of bids.
3.1.2
“Contract” means the written agreement entered into between the purchaser and the
supplier, as recorded in the contract from signed by the parties, including all attachments
and appendices thereto and all documents incorporated by reference therein.
3.1.3
“Contract price” means the price payable to the supplier under the contract for the full
and proper performance of this contractual obligation.
3.1.4
“Corrupt practice” means the offering, giving, receiving, or soliciting of anything of value
to influence the action of a public official in the procurement process or in contract
execution.
3.1.5
“Countervailing duties” are imposed in cases where an enterprise abroad is subsidized by
its government and encouraged to market its products internationally.
3.1.6
“Country of origin” means the place where goods were mined, grown or produced or from which the
services are supplied. Goods are produced when, through manufacturing, processing or substantial
and major assembly of components, a commercially recognized new product results that is
substantially different in basis characteristics or in purpose or utility from its components.
3.1.7
“Day” means calendar day.
3.1.8
“Delivery” means delivery in compliance of the conditions of the contract or order.
3.1.9
“Delivery ex stock” means immediate delivery directly from stock actually on hand.
3.1.10
“Delivery into consignees store or to his site” means delivered and unloaded in the specified store or
depot or on the specified site in compliance with the conditions of the contract or order, the supplier
bearing all risks and charges involved until the
supplies are so delivered and a valid receipt is
obtained.
3.1.11
“Dumping” occurs when a private enterprise abroad market its good on own initiative in
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the RSA at lower prices than that of the country or origin and which have the potential to
harm the local industries in the RSA.
3.1.12
“Force majeure” means an event beyond the control of the supplier and not involving the
supplier’s fault or negligence and not foreseeable. Such events may include, but is not
restricted to, acts of the purchaser in its sovereign capacity, wars or resolutions, fires
floods, epidemics, quarantine restrictions and freight embargoes.
3.1.13
“Fraudulent practice” means a misrepresentation of facts in order to influence procurement
process or the execution of a contract to the detriment of any bidder, and includes collusive
practice among bidders (prior to or after bid submission) designed to establish bid prices at
artificial non-competitive levels and to deprive the bidder of the benefits of free and
open competition.
3.1.14
“GCC” mean the General Conditions of Contract.
3.1.15
“Good” means all of the equipment, machinery, and/or other materials that the supplier is required
to supply to the purchaser under the contract.
3.1.16
“Imported content” means that portion of the bidding price represented by the cost of
components, parts or materials which have been or are still to be imported (whether by the
supplier or his subcontractors) and which costs are inclusive of the costs abroad, plus freight and
other direct importation costs such as landing costs, dock dues, import duty, sales duty or other
similar tax or duty at the South African place of entry as well transportation and handling charges
to the factory in the Republic where the supplies covered by the bid will be manufactured.
3.1.17
“Local content” means that portion of the bidding price, which is not included in the imported
content provided that local manufacture does take place.
3.1.18
“Manufacture” means the production of products in a factory using labour, materials components
and machinery and includes other related value-adding activities.
3.1.19
“Order” means an official written order issued for the supply of goods or works or the procuring of
a service.
3.1.20
“Project site” where applicable, means the place indicated in bidding documents.
3.1.21
“Purchaser” means the organization purchasing the goods.
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3.1.22
“Republic” means the Republic of South Africa.
3.1.23
“SCC” means the Special Conditions of Contract.
3.1.24
“Services” means those functional services ancillary to the supply of the goods, such as
transportation and any other incidental services, such as installation, commissioning, provision of
technical assistance, training, catering, gardening, security, maintenance and other such
obligations of the supplier covered under the contract.
3.1.25
“Written” or “in writing” means handwritten in ink or any form of electronic or mechanical writing.
3.2
Application
3.2.1
These general conditions are applicable to all bids, contracts and orders including bids for
functional and professional services, sales, hiring, letting and the granting or acquiring of rights,
but excluding immovable property, unless otherwise indicated in the bidding documents.
3.2.2
Where applicable, special conditions of contract are also laid down to cover specific supplies,
services or works.
3.2.3
Where such special conditions of contract are in conflict with these general conditions, the special
shall apply.
3.3
General
3.3.1
Unless otherwise indicated in the bidding documents, the purchase shall not be liable for any
expense incurred in the preparation and submission of a bid. Where applicable a non-refundable
fee for documents may be charged.
3.3.2
With certain exceptions, invitations for bid are only published in the Government Tender Bulletin.
The Government Tender Bulletin may be obtained directly from the Government Printer, Private
Bag X85, Pretoria 0001, or accessed electronically from www.treasury.gov.za.
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3.4
Standards
3.4.1
The goods supplied shall conform to the standards mentioned in the bidding documents and
specifications.
3.5
Use of contracts documents and information
3.5.1
The supplier shall not, without the purchaser’s prior written consent, disclose the contract, or any
provision thereof, or any specification, plan, drawing, pattern, sample or information furnished by
or on behalf of the purchaser in connection therewith, to any person other than a person employed
by the supplier in the performance of the contract. Disclosure to any such employed person shall
be made in confidence and shall extend only as far as may be necessary for purposes of such
performance.
3.5.2
The supplier shall not, without the purchaser’s prior written consent, make use of any document or
information mentioned in GCC clause 5.1 except for purposes of performing the contract.
3.5.3
Any document, other than the contract itself mentioned in GCC clause 5.1 shall remain the
property of the purchaser and shall be returned (all copies) to the purchaser on completion of the
supplier’s performance under the contract if so required by the purchaser.
3.5.4
The supplier shall permit the purchaser to inspect the supplier’s records relating to the
performance of the supplier and to have them audited by auditors appointed by the purchaser, if
so required by the purchaser.
3.6
Patent rights
3.6.1
The supplier shall indemnity the purchaser against all third-party claims of infringement of patent,
trademark, or industrial design rights arising from use of the goods or any part thereof by the
purchaser.
3.7
Performance Security
3.7.1
Within thirty (30) days of receipt of the notification of contract award, the successful bidder shall
furnish to the purchaser the performance security of the amount specified in GCC.
3.7.2
The proceeds of the performance security shall be payable to the purchaser as compensation for
any loss resulting from the supplier’s failure to complete his obligations under the contracts.
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3.7.3
The performance security shall be denominated in the currency of the contract, or in freely
convertible currency acceptable to the purchaser and shall be in one of the following:
(a)
a bank guarantee or an irrevocable letter or credit issued by a reputable bank located in
the purchaser’s country or broad, acceptable to the purchaser, in the form provided in the bidding
documents or another form acceptable to the purchaser; or
(b)
3.7.4
a cashier’s or certified cheque
The performance security will be discharged by the purchaser and returned to the supplier not
later than thirty (30) days following the date of completion of the supplier’s performance
obligations under the contract, including any warranty obligations, unless otherwise specified in
SCC.
3.8
Inspections, tests and analyses
3.8.1
All pre-bidding testing will be for the account of the bidder.
3.8.1.1
If it is a bid condition that supplies to be produced or services to be procured should at any stage
during production or execution or on completion be subject to inspection, the premises of the
bidder or contractor shall be open, at all reasonable hours, for inspection by a representative of the
Department or an organization acting on behalf of the Department.
3.8.2
If there are no inspection requirements indicated in the bidding documents and no mention is
made in the contract, but during the contract period it is decided that inspections shall be carried
out, the purchaser shall itself make the necessary arrangements, including payments arrangements
with the testing authority concerned.
3.8.3
If the inspection, test and analyses referred to in clauses 8.2 and 8.3 show the supplies to be in
accordance with the contract requirements, the cost of the inspections, tests and analyses shall be
defrayed by the purchaser.
3.8.4
Where the supplies or services referred to in clauses 8.2 and 8.3 do not comply with the contract
requirements, irrespective of whether such supplies or services are accepted or not, the cost in
connection with these inspections, tests or analyses shall be defrayed by the supplier.
3.8.5
Supplies and services, which are, referred to in clauses 8.2 and 8.3 and which do not comply with
the contract requirements may be rejected.
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3.8.6
Any contract supplies may, on or after delivery, be inspected; tested or analyzed and may be
rejected if found no to comply with the requirements of the contract. Such rejected supplies shall
be held at the cost and risk of the supplier who shall, when called upon, remove them immediately
at his own cost and forthwith substitute them with supplies which do comply with the requirements
of the contract. Failing such removal the rejected supplies shall be returned at the suppliers cost
and risk. Should the supplier fail to provide the substitute supplies forthwith, the purchase may
without giving the supplier further opportunity to substitute the rejected supplies purchase such
supplies as may be necessary at the expense of the supplier.
3.8.7
The provisions of clauses 8.4 to 8.7 shall not prejudice the right of the purchaser to cancel the
contract on account of a breach of the conditions thereof, or to act in terms of Clause 23 of GCC.
3.9
3.9.1
Packing
The supplier shall provide such packing of the goods as is required to prevent their damage or
deterioration during transit to their final destination, as indicated in the contract. The packing shall
be sufficient to withstand, without limitation, rough handling during transit and exposure to
extreme temperatures, salt and precipitations during transit, and open storage. Packing, case size
and weights shall take into consideration, where appropriate, the remoteness of the goods’ final
destination and the absence of heavy handling facilities at all points in transit.
3.9.2
The packing, marking and documentation within and outside the packages shall comply strictly
with such special requirements as shall be expressly provided for in the contract, including
additional requirements, if any, specified in SCC, and in any subsequent instructions ordered by the
purchaser.
3.10
Delivery and documents
3.10.1
Delivery of the goods shall be made by the supplier in accordance with the terms specified in the
contract. The details of shipping and/or other documents to be furnished by the supplier are
specified in SCC.
3.11
Insurance
3.11.1
The goods supplied under the contract shall be fully insured in a freely convertible currency against
loss or damage incidental to manufacture or acquisition, transportation, storage and delivery in the
manner specified in the SCC.
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3.12
Transportation
3.12.1
Should a price other that an all inclusive delivered price be required, this shall be specified in the
SCC.
3.13
Incidental services
3.13.1
The supplier may be required to provide any or all of the following services, including additional
services, if any specified in SCC:
(a)
performance or supervision of on-site assembly and/or commissioning of the supplied
goods;
(b)
furnishing of tools required for assembly and/or maintenance of the supplied goods;
(c)
furnishing of a detailed operations and maintenance manual for each appropriate unit of
the supplied goods;
(d)
performance or supervision or maintenance and/or repair of the supplied goods, for a
period of time agreed by the parties, provided that this service shall not relieve the supplier
of any warranty obligations under this contract; and
(e)
training of the purchaser’s personnel, at the supplier’s plant and/or on-site, in assembly,
start-up, operation, maintenance, and/or repair of the supplied goods.
3.13.2
Prices charged by the supplier for incidental services, if not included in the contract price for the
goods, shall be agreed upon in advance by the parties and shall not exceed the prevailing rates
charged to other parties by the supplier for similar services.
3.14
Spare parts
3.14.1.1
As specified in SCC, the supplier may be required to provide any or all of the following materials,
notifications, and information pertaining to spare parts manufactured or distributed by the supplier:
(a)
such spare parts as the purchaser may elect to purchase from the supplier, provided that
this election shall not relieve the supplier of any warranty obligations under the contract ;
and
(b)
in the event of termination of production of the spare parts:
(i)
Advance notification to the purchaser of the pending termination, in sufficient time to
permit the purchaser to procure needed requirements; and
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(ii)
Following such termination, furnishing at no cost to the purchaser, the blueprints,
drawings and specifications of the spare parts, if requested.
3.15
Warranty
3.15.1
The supplier warrants that the goods supplied under the contract are new, unused, of the most
recent or current models and that they incorporate all recent improvements in design and materials
unless provided otherwise in the contract. The supplier further warrants that all goods supplied
under this contract shall have no defect, arising from design, materials, or workmanship (except
when the design and/or material is required by the purchaser’s specifications) or from any act or
mission of the supplier, that may develop under normal use of the supplied goods in the conditions
prevailing in the country of final destination.
3.15.2
This warranty shall remain valid twelve (12) months after the goods, or any portion thereof as the
case may be, have been delivered to and accepted at the final destination indicated in the contract,
or for eighteen (18) months after the date of shipment from the port or place of loading in the
source country, whichever period concludes earlier, unless specified otherwise in SCC.
3.15.3
The purchaser shall promptly notify the supplier in writing of any claims arising under this
warranty.
3.15.4
Upon receipt of such notice, the supplier shall, with the period specified in SCC and with all
reasonable speed, repair or replace the defective goods or parts thereof, without costs to be
purchaser.
3.15.5
If the supplier, having been notified, fails to remedy the defect(s) within the period specified in
SCC, the purchaser may proceed to take such remedial action as may be necessary, at the
supplier’s risk and expense and without prejudice to any other rights which the purchaser may
have against the supplier under the contract.
3.16
Payment
3.16.1
The method and conditions of payment to be made to the supplier under this contract shall be
specified in SCC.
3.16.2
The supplier shall furnish the purchaser with an invoice accompanied by a copy of the delivery note
and upon fulfillment of other obligations stipulated in the contract.
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3.16.3
Payments shall be made promptly by the purchaser, but in no case later than thirty (30) days after
submission of an invoice or claim by the supplier.
3.16.4
Payment will be made in Rand unless otherwise stipulated in SCC.
3.17
Prices
3.17.1
Prices charged by the supplier for goods delivered and services performed under the contract shall
not vary from the prices quoted by the supplier in his bid, with the exception of any price
adjustments authorized in SCC or in the purchaser’s request for bid validity extension, as the case
may be.
3.18
3.18.1
Contract Amendments
No variation in or modification of the terms of the contract shall be made except by written
amendment signed by the parties concerned.
3.19
Assignment
3.19.1
The supplier shall not assign, in whole or in part, its obligations to perform under the contract,
except with the purchaser’s prior written consent.
3.20
3.20.1
Subcontracts
The supplier shall notify the purchaser in writing of all subcontracts awarded under this contract if
not already specified in the bid. Such notification, in the original bid or later, shall not relieve the
supplier from any liability or obligation under the contract.
3.21
Delays in the supplier’s performance
3.21.1
Delivery of the goods and performance of services shall be made by the supplier in accordance
with the time schedule prescribed by the purchaser in the contract.
3.21.2
If at any time during performance of the contract, the supplier or its subcontractor(s) should
encounter conditions impeding timely delivery of the goods and performance of services, the
supplier shall promptly notify the purchaser in writing in writing of the fact of the delay, its likely
duration and its cause(s).
As soon as practicable after receipt of the supplier’s notice, the
purchaser shall evaluate the situation and my at his discretion extend the supplier’s time for
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performance, with or without the imposition of penalties, in which case the extension shall be
ratified by the parties by amendment of contract.
3.21.3
No provision in a contract shall be deemed to prohibit the obtaining of supplies or services from a
national department, provincial department, or local authority.
3.21.4
The right is reserved to procure outside of the contract small quantities or to have minor essential
services executed if an emergency arises, the supplier’s point of supply is not situated at or near
the place where the supplies are required, or the supplier’s services are not readily available.
3.21.5
Except as provided under GCC clause 3.25, a delay by the supplier in the performance of its
delivery obligations shall procure the supplier liable to the imposition of penalties, pursuant to GCC
clause 3.22, unless an extension of time is agreed upon pursuant to GCC clause 3.21.2 without the
application of penalties.
3.21.6
Upon any delay beyond the delivery period in the case of a supplies contract, the purchaser shall,
without canceling the contract, be entitled to purchase supplies of a similar quality and up to the
same quantity in substitution of the goods no supplied in conformity with the contract and to
return any goods delivered later at the supplier’s expense and risk, or to cancel the contract and
buy such goods as may be required to complete the contract and without prejudice to his other
rights, be entitled to claim damages from the supplier.
3.22
Penalties
3.22.1
Subject to GCC clause 3.25, if the supplier fails to deliver any or all of the goods or to perform the
services within the period(s) specified in the contract, the purchaser shall, without prejudice to its
other remedies under the contract, deduct from the contract price, as a penalty, a sum calculated
on the delivered price of the delayed goods or unperformed services using the current prime
interest rate calculated for each day of the delay until actual delivery or performance. The
purchaser may also consider termination of the contract pursuant to GCC clause 3.23.
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3.23
Termination for default
3.23.1
The purchaser, without prejudice to any other remedy for breach of contract, by written notice of
default sent to the supplier, may terminate this contract in whole or in part:
(a)
if the supplier fails to deliver any or all of the goods within the period(s) specified in the
contract, or within any extension thereof granted by the purchaser pursuant to GCC clause
21.2;
(b)
if the supplier fails to perform any other obligation(s) under the contract; or if the supplier,
in the judgment of the purchaser, has engaged in corrupt or fraudulent practices in
competing for or in executing the contract.
3.23.2
In the event the purchaser terminates the contract in whole or in part, the purchaser may procure,
upon such terms and in such manner as it deems appropriate, goods, works or services similar to
those undelivered, and the supplier shall be liable to the purchaser for any excess costs for such
similar goods, works or services. However, the supplier shall continue performance of the contract
to the extent not terminate.
3.24
Anti-dumping and countervailing duties and rights
3.24.1
When, after the date of bid, provisional payments are required, or anti-dumping or countervailing
duties are imposed, or the amount of a provisional payment or anti-dumping or countervailing right
is increased in respect of any dumped or subsidized import, the State is not liable for any amount
so required of imposed, or for the amount of any such increase. When, after the said date, such a
provisional payment is no longer required or any
such anti-dumping or countervailing right is
abolished, or where the amount of such provisional payment or any such right is reduced, any such
favorable difference shall on demand be paid forthwith by the contractor to the State may deduct
such amounts from moneys (if any) which may otherwise be due to the contractor in regard to
supplies or services which he delivered or procured, or is to deliver or procure in terms of the
contract or any other contract or any other amount which may be due to him.
3.25
Force Majeure
3.25.1.1
Notwithstanding the provisions of GCC clauses 3.22 and 3.23, the supplier shall not be liable for
forfeiture or its performance security, damages or termination for default if and to the extent that
his delay in performance or other failure to perform his obligations under the contract is the result
of an event of force majeure.
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3.25.2
If a force majeure situation arises, the supplier shall promptly notify the purchaser in writing of
such condition and the cause thereof.
Unless otherwise directed by purchaser in writing, the
supplier shall continue to perform its obligations under the contract as far as is reasonably
practical, and shall seek all reasonable alternative means for performance not prevented by the
force majeure event.
3.26
Termination for insolvency
3.26.1.1
The purchaser may at any time terminate the contract by giving written notice to the supplier if the
supplier becomes bankrupt or otherwise insolvent. In this event, termination will be without
compensation to the supplier, provided that such termination will prejudice or affect any right of
action or remedy, which has accrued or will accrue thereafter to the purchaser.
3.27
Settlement of Disputes
3.27.1
If any dispute or difference of any kind whatsoever arises between the purchaser and the supplier
in connection with or arising out of the contract, the parties shall make every effort to resolve
amicably such dispute or difference by mutual consultation.
3.27.2
If, after thirty (30) days, the parties have failed to resolve their dispute or difference by much
mutual consultation, then either the purchaser or the supplier may give notice to the other party of
his intention to commence with mediation.
No mediation in respect of this matter may be
commenced unless such notice is given to the other party.
3.27.3
Should it not be possible to settle a dispute by means of mediation, it may be settled in a South
African court of law.
3.27.3.1
Mediation proceedings shall be conducted in accordance with the rules or procedure specified in the
SCC.
3.27.3.2
Notwithstanding any reference to mediation and/or court proceedings herein,
(a)
the parties shall continue to perform their respective obligations under the contract unless
they otherwise agree; and
(b)
3.28
the purchaser shall pay the supplier any monies due the supplier.
Limitation of liability
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3.28.1
Except in cases of criminal negligence or willful misconduct, and in the case of infringement
pursuant to clause 3.6;
1.
the supplier shall not be liable to the purchaser, whether in contract, tort, or otherwise, for
any indirect or consequential loss or damage, loss or use, loss of production, or loss of
profits or interest costs, provided that this exclusion shall not apply to any obligation of the
supplier to pay penalties and/or damages to the purchaser; and
2.
the aggregate liability of the supplier to the purchaser, whether under the contract, in tort
or otherwise, shall not exceed the total contract price, provided that this limitation shall not
apply to the cost of repairing or replacing defective equipment.
3.29
Governing language
3.29.1
The contract shall be written in English. All correspondence and other documents pertaining to the
contract that is exchanged by the parties shall also be written in English.
3.30
Applicable law
3.30.1
The contract shall be interpreted in accordance with South African laws, unless otherwise specified
in SCC.
3.31
Notices
3.31.1
Every written acceptance of a bid shall be posted to the supplier concerned by registered or
certified mail and any other notice to him shall be posted by ordinary mail to the address furnished
in his bid or to the address notified later by him in writing and such posting shall be deemed to be
proper service of such notice.
3.31.2
The time mentioned in the contract documents for performing any act after such aforesaid notice
has been given, shall be reckoned from the date of posting of such notice
3.32
Taxes and duties
3.32.1
A foreign supplier shall be entirely responsible for all taxes, stamp duties, license fees, and other
such levies imposed outside the purchaser’s country.
3.32.2 A local supplier shall be entirely responsible for all taxes, duties, license fees, etc., incurred until delivery
of the contracted goods to the purchaser
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3.32.3
No contract shall be concluded with any bidder whose tax matters are not in order. Prior to the
award of a bid the Department must be in possession of a tax clearance certificate, submitted by
the bidder. This certificate must be an original issued by the South African Revenue Services.
ANNEXURE A: TAX CLEARANCE
SBD 2
TAX CLEARANCE CERTIFICATE REQUIREMENTS
It is a condition of bid that the taxes of the successful bidder must be in order, or that
satisfactory arrangements have been made with South African Revenue Service (SARS) to meet
the bidder’s tax obligations.
1. In order to meet this requirement bidders are required to complete in full the attached form TCC 001
“Application for a Tax Clearance Certificate” and submit it to any SARS branch office nationally. The Tax
Clearance Certificate Requirements are also applicable to foreign bidders / individuals who wish to submit bids.
2. SARS will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period of 1 (one)
year from the date of approval.
3. The original Tax Clearance Certificate must be submitted together with the bid. Failure to submit the original
and valid Tax Clearance Certificate will result in the invalidation of the bid. Certified copies of the Tax
Clearance Certificate will not be acceptable.
4. In bids where Consortia / Joint Ventures / Sub-contractors are involved, each party must submit a separate
Tax Clearance Certificate.
5. Copies of the TCC 001 “Application for a Tax Clearance Certificate” form are available from any SARS branch
office nationally or on the website www.sars.gov.za.
6. Applications for the Tax Clearance Certificates may also be made via eFiling. In order to use this provision,
taxpayers will need to register with SARS as eFilers through the website www.sars.gov.za.
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ANNEXURE B: DELARATION OF INTEREST
1.
SBD 4
Any legal person, including persons employed by the state¹, or persons having a kinship with
persons employed by the state, including a blood relationship, may make an offer or offers in terms
of this invitation to bid (includes a price quotation, advertised competitive bid, limited bid or
proposal). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be
awarded to persons employed by the state, or to persons connected with or related to them, it is
required that the bidder or his/her authorised representative declare his/her position in relation to
the evaluating/adjudicating authority where-
the bidder is employed by the state; and/or
-
the legal person on whose behalf the bidding document is signed, has a relationship with
persons/a person who are/is involved in the evaluation and or adjudication of the bid(s), or
where it is known that such a relationship exists between the person or persons for or on
whose behalf the declarant acts and persons who are involved with the evaluation and or
adjudication of the bid.
2.
In order to give effect to the above, the following questionnaire must be completed and
submitted with the bid.
2.1
Full Name of bidder or his or her representative: …………………………………………………….
2.2
Identity Number: ………………………………………………………………………………………
2.3
Position occupied in the Company (director, trustee, shareholder²): ………………………………..
2.4
Company Registration Number: ………………………………………………………………..…….
2.5
Tax Reference Number: …………………………………………………………………….………
2.6
VAT Registration Number: ………………………………………………………………....
2.6.1
The names of all directors / trustees / shareholders / members, their individual identity numbers, tax
reference numbers and, if applicable, employee / persal numbers must be indicated in paragraph 3
below.
¹“State” means –
(a) any national or provincial department, national or provincial public entity or constitutional
institution within the meaning of the Public Finance Management Act, 1999 (Act No. 1 of 1999);
(b) any municipality or municipal entity;
(c) provincial legislature;
(d) national Assembly or the national Council of provinces; or
(e) Parliament.
²”Shareholder” means a person who owns shares in the company and is actively involved in the management
of the enterprise or business and exercises control over the enterprise.
2.7 Are you or any person connected with the bidder
presently employed by the state?
2.7.1
YES / NO
If so, furnish the following particulars:
Name of person / director / trustee / shareholder/ member:
……....………………………………
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Name of state institution at which you or the person
connected to the bidder is employed:
Position occupied in the state institution:
………………………………………
………………………………………
Any other particulars:
………………………………………………………………
………………………………………………………………
………………………………………………………………
2.7.2
If you are presently employed by the state, did you obtain
YES / NO
the appropriate authority to undertake remunerative
work outside employment in the public sector?
2.7.2.1 If yes, did you attached proof of such authority to the bid
YES / NO
document?
(Note: Failure to submit proof of such authority, where
applicable, may result in the disqualification of the bid.
2.7.2.2 If no, furnish reasons for non-submission of such proof:
…………………………………………………………………….
…………………………………………………………………….
…………………………………………………………………….
2.8
Did you or your spouse, or any of the company’s directors /
YES / NO
trustees / shareholders / members or their spouses conduct
business with the state in the previous twelve months?
2.8.1
If so, furnish particulars:
…………………………………………………………………..
…………………………………………………………………..
…………………………………………………………………...
2.9
Do you, or any person connected with the bidder, have
2.9.1
any relationship (family, friend, other) with a person
employed by the state and who may be involved with
the evaluation and or adjudication of this bid?
If so, furnish particulars.
……………………………………………………………...
…………………………………………………………..….
………………………………………………………………
2.10
YES / NO
Are you, or any person connected with the bidder,
YES/NO
aware of any relationship (family, friend, other) between
any other bidder and any person employed by the state
who may be involved with the evaluation and or adjudication
of this bid?
2.10.1 If so, furnish particulars.
………………………………………………………………
………………………………………………………………
………………………………………………………………
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2.11 Do you or any of the directors / trustees / shareholders / members
of the company have any interest in any other related companies
whether or not they are bidding for this contract?
YES/NO
2.11.1 If so, furnish particulars:
…………………………………………………………………………….
…………………………………………………………………………….
…………………………………………………………………………….
3
Full details of directors / trustees / members / shareholders.
Full Name
4
Identity
Number
Personal Tax
Reference Number
State Employee
Number / Persal
Number
DECLARATION
I, THE UNDERSIGNED (NAME)………………………………………………………………………
CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 and 3 ABOVE IS CORRECT. I
ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME IN TERMS OF PARAGRAPH 23
OF THE GENERAL CONDITIONS OF CONTRACT SHOULD THIS DECLARATION PROVE TO BE FALSE.
…………………………………..
Signature
………………………………….
Position
..……………………………………………
Date
………………………………………………
Name of bidder
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ANNEXURE C:
BLACK ECONOMIC EMPOWERMENT
SBD 6.1
PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT
REGULATIONS 2011
This preference form must form part of all bids invited. It contains general information and serves as a claim
form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of
Contribution
NB:
BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS,
DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE, AS PRESCRIBED
IN THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011.
1.
GENERAL CONDITIONS
1.1
The following preference point systems are applicable to all bids:
-
the 80/20 system for requirements with a Rand value of up to R1 000 000 (all applicable taxes
included); and
-
the 90/10 system for requirements with a Rand value above R1 000 000 (all applicable taxes
included).
1.2
The value of this bid is estimated to exceed/not exceed R1 000 000 (all applicable taxes included)
and therefore the……………………system shall be applicable.
1.3
Preference points for this bid shall be awarded for:
(a)
Price; and
(b)
B-BBEE Status Level of Contribution.
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1.3.1
The maximum points for this bid are allocated as follows:
POINTS
1.3.1.1
PRICE
……90……..
1.3.1.2
B-BBEE STATUS LEVEL OF CONTRIBUTION
……10……...
Total points for Price and B-BBEE must not exceed
100
1.4
Failure on the part of a bidder to fill in and/or to sign this form and submit a B-BBEE Verification
Certificate from a Verification Agency accredited by the South African Accreditation System (SANAS)
or a Registered Auditor approved by the Independent Regulatory Board of Auditors (IRBA) or an
Accounting Officer as contemplated in the Close Corporation Act (CCA) together with the bid, will be
interpreted to mean that preference points for B-BBEE status level of contribution are not claimed.
1.5.
The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any
time subsequently, to substantiate any claim in regard to preferences, in any manner required by
the purchaser.
2.
2.1
DEFINITIONS
“all applicable taxes” includes value-added tax, pay as you earn, income tax,
unemployment insurance fund contributions and skills development levies;
2.2
“B-BBEE” means broad-based black economic empowerment as defined in
section 1 of the Broad -Based Black Economic Empowerment Act;
2.3
“B-BBEE status level of contributor” means the B-BBEE status received by a
measured entity based on its overall performance using the relevant scorecard
contained in the Codes of Good Practice on Black Economic Empowerment,
issued in terms of section 9(1) of the Broad-Based Black Economic
Empowerment Act;
2.4
“bid” means a written offer in a prescribed or stipulated form in response to an
invitation by an organ of state for the provision of services, works or goods,
through price quotations, advertised competitive bidding processes or proposals;
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2.5
“Broad-Based Black Economic Empowerment Act” means the Broad-Based Black Economic
Empowerment Act, 2003 (Act No. 53 of 2003);
2.6
“comparative price” means the price after the factors of a non-firm price and all unconditional
discounts that can be utilized have been taken into consideration;
2.7
“consortium or joint venture” means an association of persons for the purpose of combining their
expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract;
2.8
“contract” means the agreement that results from the acceptance of a bid by an
organ of state;
2.9
2.10
“EME” means any enterprise with an annual total revenue of R5 million or less.
“Firm price” means the price that is only subject to adjustments in accordance with the actual
increase or decrease resulting from the change, imposition, or abolition of customs or excise duty and
any other duty, levy, or tax, which, in terms of the law or regulation, is binding on the contractor and
demonstrably has an influence on the price of any supplies, or the rendering costs of any service, for
the execution of the contract;
2.11
“functionality” means the measurement according to predetermined norms, as set out in the bid
documents, of a service or commodity that is designed to be practical and useful, working or
operating, taking into account, among other factors, the quality, reliability, viability and durability of a
service and the technical capacity and ability of a bidder;
2.12
“non-firm prices” means all prices other than “firm” prices;
2.13
“person” includes a juristic person;
2.14
“rand value” means the total estimated value of a contract in South African currency, calculated at
the time of bid invitations, and includes all applicable taxes and excise duties;
2.15
“sub-contract” means the primary contractor’s assigning, leasing, making out work to, or
employing, another person to support such primary contractor in the execution of part of a project in
terms of the contract;
2.16
“total revenue” bears the same meaning assigned to this expression in the
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Codes of Good Practice on Black Economic Empowerment, issued in terms of
section 9(1) of the Broad-Based Black Economic Empowerment Act and
promulgated in the Government Gazette on 9 February 2007;
2.17
“trust” means the arrangement through which the property of one person is made over or
bequeathed to a trustee to administer such property for the benefit of another person; and
2.18
“trustee” means any person, including the founder of a trust, to whom property is bequeathed in
order for such property to be administered for the benefit of another person.
3.
ADJUDICATION USING A POINT SYSTEM
3.1
The bidder obtaining the highest number of total points will be awarded the contract.
3.2
Preference points shall be calculated after prices have been brought to a comparative basis taking
into account all factors of non-firm prices and all unconditional discounts;.
3.3
3.4
Points scored must be rounded off to the nearest 2 decimal places.
In the event that two or more bids have scored equal total points, the
successful bid must be the one scoring the highest number of preference
points for B-BBEE.
3.5
However, when functionality is part of the evaluation process and two or more
bids have scored equal points including equal preference points for B-BBEE, the
successful bid must be the one scoring the highest score for functionality.
3.6
Should two or more bids be equal in all respects, the award shall be decided by
the drawing of lots.
4.
POINTS AWARDED FOR PRICE
4.1
THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS
A maximum of 80 or 90 points is allocated for price on the following basis:
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80/20
Pt  P min 

Ps  801 

P min 

or
90/10
or
Pt  P min 

Ps  901 

P min 

Where
Ps
=
Points scored for comparative price of bid under consideration
Pt
=
Comparative price of bid under consideration
Pmin
=
Comparative price of lowest acceptable bid
5.
Points awarded for B-BBEE Status Level of Contribution
5.1
In terms of Regulation 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference points
must be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with
the table below:
5.2
B-BBEE Status Level of
Number of points
Number of points
Contributor
(90/10 system)
(80/20 system)
1
10
20
2
9
18
3
8
16
4
5
12
5
4
8
6
3
6
7
2
4
8
1
2
Non-compliant contributor
0
0
Bidders who qualify as EMEs in terms of the B-BBEE Act must submit a certificate issued by an
Accounting Officer as contemplated in the CCA or a Verification Agency accredited by SANAS or a
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Registered Auditor. Registered auditors do not need to meet the prerequisite for IRBA’s approval for
the purpose of conducting verification and issuing EMEs with B-BBEE Status Level Certificates.
5.3
Bidders other than EMEs must submit their original and valid B-BBEE status level verification certificate
or a certified copy thereof, substantiating their B-BBEE rating issued by a Registered Auditor approved
by IRBA or a Verification Agency accredited by SANAS.
5.4
A trust, consortium or joint venture, will qualify for points for their B-BBEE status
level as a legal entity, provided that the entity submits their B-BBEE status level certificate.
5.5
A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an
unincorporated entity, provided that the entity submits their consolidated B-BBEE scorecard as if they
were a group structure and that such a consolidated B-BBEE scorecard is prepared for every separate
bid.
5.6
Tertiary institutions and public entities will be required to submit their B-BBEE status level certificates
in terms of the specialized scorecard contained in the B-BBEE Codes of Good Practice.
5.7
A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents that
such a bidder intends sub-contracting more than 25% of the value of the contract to any other
enterprise that does not qualify for at least the points that such a bidder qualifies for, unless the
intended sub-contractor is an EME that has the capability and ability to execute the sub-contract.
5.8
A person awarded a contract may not sub-contract more than 25% of the value of the contract to any
other enterprise that does not have an equal or higher B-BBEE status level than the person concerned,
unless the contract is sub-contracted to an EME that has the capability and ability to execute the subcontract.
6.
6.1.1
BID DECLARATION
Bidders who claim points in respect of B-BBEE Status Level of Contribution must
complete the following:
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7. B-BBEE STATUS LEVEL OF CONTRIBUTION CLAIMED IN TERMS OF
PARAGRAPHS 1.3.1.2 AND 5.1
7.1
B-BBEE Status Level of Contribution:
………….
=
…………… (maximum
of 10 or 20 points)
(Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in
paragraph 5.1 and must be substantiated by means of a B-BBEE certificate issued by a Verification
Agency accredited by SANAS or a Registered Auditor approved by IRBA or an Accounting Officer as
contemplated in the CCA).
8
SUB-CONTRACTING
8.1
Will any portion of the contract be sub-contracted?
YES / NO (delete which is not applicable)
8.1.1 If yes, indicate:
(i)
what percentage of the contract will be subcontracted?
............……………….…%
(ii)
the name of the sub-contractor?
(iii)
the B-BBEE status level of the sub-contractor?
(iv)
whether the sub-contractor is an EME? YES / NO (delete which is not
…………………………………………………………..
……………..
applicable)
9
DECLARATION WITH REGARD TO COMPANY/FIRM
9.1
Name of company/firm
...................................................................................... :
9.2
VAT registration number
: .....................................................................................
9.3
Company registration number
…………………………………………………………………….
:
9.4
TYPE OF COMPANY/ FIRM

Partnership/Joint Venture / Consortium

One person business/sole propriety

Close corporation

Company

(Pty) Limited
[TICK APPLICABLE BOX]
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9.5
DESCRIBE PRINCIPAL BUSINESS ACTIVITIES
………….. ......................................................................................................................................
……………… .....................................................................................................................................
…………….. ......................................................................................................................................
9.6
COMPANY CLASSIFICATION

Manufacturer

Supplier

Professional service provider

Other service providers, e.g. transporter, etc.
[TICK APPLICABLE BOX]
9.7
Total number of years the company/firm has been in business? ……………………………………
9.8
I/we, the undersigned, who is / are duly authorised to do so on behalf of the company/firm,
certify that the points claimed, based on the B-BBE status level of contribution indicated in
paragraph 7 of the foregoing certificate, qualifies the company/ firm for the preference(s)
shown and I / we acknowledge that:
(i)
The information furnished is true and correct;
(ii)
The preference points claimed are in accordance with the General Conditions as
indicated in paragraph 1 of this form.
(iii)
In the event of a contract being awarded as a result of points claimed as shown in
paragraph 7, the contractor may be required to furnish documentary proof to the
satisfaction of the purchaser that the claims are correct;
(iv)
If the B-BBEE status level of contribution has been claimed or obtained on a
fraudulent basis or any of the conditions of contract have not been fulfilled, the
purchaser may, in addition to any other remedy it may have –
(a)
disqualify the person from the bidding process;
(b)
recover costs, losses or damages it has incurred or suffered as a result of
that person’s conduct;
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(c)
cancel the contract and claim any damages which it has suffered as a result
of having to make less favourable arrangements due to such cancellation;
(d)
restrict the bidder or contractor, its shareholders and directors, or only the
shareholders and directors who acted on a fraudulent basis, from obtaining
business from any organ of state for a period not exceeding 10 years, after
the audi alteram partem (hear the other side) rule has been applied; and
(e)
forward the matter for criminal prosecution
WITNESSES:
1.
………………………………………
……………………………………
SIGNATURE(S) OF BIDDER(S)
2.
………………………………………
DATE:
………………………………..
ADDRESS:…………………………..
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ADDITIONAL BEE INFORMATION TEMPLATE
In addition to the BEE questionnaire listed, please furnish the following information:
1. SMME status of your enterprise:
 Please use this table to determine the SMME Status of your enterprise

Please the relevant box in each column
Column 1
Sector or sub-sector in
accordance with the Standard
Industrial Classification
Column 2
Size of
class
Agriculture
Medium
Small
Very small
Micro
Medium
Small
Very small
Micro
Medium
Small
Very small
Micro
Medium
Small
Very small
Micro
Medium
Small
Very small
Micro
Medium
Small
Very small
Micro
Medium
Small
Very small
Micro
Medium
Small
Very small
Micro
Mining and Quarrying
Manufacturing
Electricity, Gas and Water
Construction
Retail and Motor Trade and Repair
Services
Wholesale Trade, Commercial Agents
and Allied Services
Catering, Accommodation and other
Trade
Column 3
The total
full-time
equivalent
of paid
employees
100
50
10
5
200
50
20
5
200
50
20
5
200
50
20
5
200
50
20
5
200
50
20
5
200
50
20
5
200
50
20
5
Column 4
Total
turnover
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
5m
3m
0.50 m
0.20 m
39 m
10 m
4m
0.20 m
51 m
13 m
5m
0.20 m
51 m
13 m
5.10 m
0.20 m
26 m
6m
3m
0.20 m
39 m
19 m
4m
0.20 m
64 m
32 m
6m
0.20 m
13 m
6m
5.10 m
0.20 m
Column 5
Total gross
asset value
(fixed
property
excluded)
R5m
R3m
R 0.50 m
R 0.10 m
R 23 m
R6m
R2m
R 0.10 m
R 19 m
R5m
R2m
R 0.10 m
R 19 m
R5m
R 1.90 m
R 0.10 m
R5m
R1m
R 0.50 m
R 0.10 m
R6m
R3m
R 0.60 m
R 0.10 m
R 10 m
R5m
R 0.60 m
R 0.10 m
R3m
R1m
R 1.90 m
R 0.10 m
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Column 1
Sector or sub-sector in
accordance with the Standard
Industrial Classification
Column 2
Size of
class
Transport, Storage and
Communications
Medium
Small
Very small
Micro
Medium
Small
Very small
Micro
Medium
Small
Very small
Micro
Finance and Business Services
Community, Social and Personal
Services
Column 3
The total
full-time
equivalent
of paid
employees
200
50
20
5
200
50
20
5
200
50
20
5
Column 4
Total
turnover
R
R
R
R
R
R
R
R
R
R
R
R
26 m
13 m
3m
0.20 m
26 m
13 m
3m
0.20 m
13 m
6m
1m
0.20 m
Column 5
Total gross
asset value
(fixed
property
excluded)
R6m
R3m
R 0.60 m
R 0.10 m
R5m
R3m
R 0.50 m
R 0.10 m
R6m
R3m
R 0.60 m
R 0.10 m
SMME status of your enterprise: (Please the relevant box)
(According to SMME table) (Compulsory)
Micro
Very Small
Small
Medium
Large
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2.
Please provide a complete list of all shareholders / directors / owners / members (Black & Other).
Indicate with percentage as appropriate. The members of the enterprise are: (Share certificates / Cipro
documents to be submitted as proof)
White
Indian
Coloured
African
Disabled %
Black
Female %
White
Female %
Black
People %
Economic Interest
Disabled %
White
Female %
Black
Female %
Black
People %
Youth
Yes / No
Date RSA
Citizenship
Obtained
Citizenship
Name
Number
Exercisable Voting Rights
Ownership Status:
* HDI Status
Name
Date/Position
occupied in
Enterprise
ID Number
Date RSA
Citizenship
obtained
No
franchise
prior to
elections
Wome
n
Disabled
%
of business
/ enterprise
owned
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Function
Name
Designation
Race
Gender
Citizenship
Date RSA Citizenship Obtained
Citizen-ship
Executive/Non
Executive
Date of
Appointment
Address
Telephone Number
The names, designation, gender and population group of the business enterprise most responsible for
the following:
Gender
4.
Race
The board of directors of the company consists of: (Applicable to company)
Name
3.
Date RSA
Citizenship
Obtained
Overall day to day
management
Major expenditures
Hiring/Firing staff
Salary
Determination
Final decision
maker with regard
to policy matters
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5.
How many employees does your enterprise have? __________
Please provide details of your work force according to the classification below.
Classification
A
M
C
F
M
I
F
M
W
F
M
Total
F
M
F
1. Top Management
2. Senior Management
3. Middle Management
4. Junior Management
5. Semi-Skilled
6. Unskilled
7. Disabled employees
8. Foreign Nationals
9. Contractors / Temporary Staff
Total
6.
Is your enterprise involved in the skills development as required by the department of labour?
YES
NO
If yes please indicate in detail the proportion of skills development expenditure to total payroll for black
employees specifically.
Please indicate in detail the proportion of skills development expenditure to total payroll for black
women employees specifically.
Please indicate in detail the proportion of skills development expenditure to total payroll for black
employees with disabilities specifically.
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Please indicate in detail the proportion of skills development expenditure to total payroll for black
women employees with disabilities specifically.
7.
Has your enterprise undertaken learnerships within your last financial year?
YES
NO
If yes please indicate in detail the proportion of black learnerships to total employees.
Please indicate in detail the proportion of black women learnerships to total employees.
8.
Does your enterprise procure any products or services from businesses owned by black persons?
YES
NO
If yes, please complete the following for the past financial year or the last 12 months:
The enterprise’s procurement spending towards supplier/service providers from Black groups was R
__________
The enterprise’s total procurement spending towards all supplier/service providers was R __________
9.
Is your enterprise a “value-adding” supplier?
YES
NO
Calculation: Net profit before tax + total labour cost, exceeds 25% of the value of its total revenue
(excluding VAT).
If yes, please attach an auditor’s certificate confirming that this statement is correct.
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10.
Does your enterprise have an enterprise development programme in place?
YES
NO
Please indicate in detail the proportions of enterprise development spend to Net Profit after Tax.
Will your enterprise sub-contract or outsource any of this project’s requirements to black owned
businesses?
YES
NO
If yes, which part of paragraph above will you sub-contract or outsource?
11.
Does your enterprise have a socio economic development programme in place?
YES
NO
If yes please provide brief description of your activities in this regard below.
Please indicate in detail the proportions of socio economic spend to Net Profit After Tax.
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12.
The following persons, firms or entities funded and or contributed equipment, finances or personnel to
the enterprise.
Name of Firm/Person
13.
Address
Contact person and Tel
Amount and type
of contribution
Turnover for the past three years:
(Please include audited financial statements).
14. The enterprise’s primary banking institution is:
Name of Bank
15.
Address
Contact Person
Account
Consultant
Account No.
The name and designation of the person(s) whose signature is required to issue any cheques for the
payment of any and all expenditure including payroll and operational expenditure are:
Name
Designation
Race
Gender
BBBEE Certification
a) If the annual turnover of your Enterprise is less than R5 million, please attach an auditor’s certificate
confirming that this statement is correct.
b) If the annual turnover of your Enterprise is:
EITHER between R5 million and R35 million
OR greater than R35 million
has your Enterprise been rated for its BBBEE level contribution by a Verification agency?
YES
NO
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If yes, please attach your SANAS accredited Verification agency’s certificate.
If no, please confirm when you plan to undertake a BEE Verification agency rating to establish your
Enterprise’s BBBEE level contribution.
VENDOR CREATION/ UPDATE REQUEST
New Vendor
Yes
Change of
Yes
No
banking
No
details
Registered company name
Accountant
Postal Address
Physical Address
Telephone
Company Registration #
Payments will be transferred into this account details
Bank/Building Society
Branch Name
Account number
Controlling Branch Code
Type of account
Change of
address
Yes
No
Cell#
Code
Code
Fax#
VAT#
Company Accountant Name
Signature
Date
Must be Bank Stamped and attached original cancelled cheque
Bank Official Name [in print]
FOR RAF OFFICE USE ONLY
RAF Requestor Name &
Surname
Department Manager Approval
Security Manager Approval
Procurement Capturer
Checked by
Procurement Senior Manager
Date
REGION
E
Date
E
E
E
E
E
E
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DUE DILIGENCE AND DECLARATION OF INTEREST
DUE DILIGENCE: FINANCIAL ASSESSMENT
A. SUPPLIER EVALUATION QUESTIONNAIRE
This questionnaire must be completed by all potential Bidder/s. This information is critical for Bidder/s
evaluation purposes and must be completed honestly and accurately.
1.1
Complete names of your company’s five key customers in terms of average business
conducted as a percentage of accounts receivable / total debtor book.
Customer
% Receivable
1.2
Past Two Years
>40 - 60%
>60 - 80%
>80 - 100%
Past Three
Years
Kindly indicate your company’s investment in productive resources (as a percentage of
turnovers).
Resources
% Turnover
1.4
>20 - 40%
How often did your company experience industrial action incidence e.g. strikes, go-slows,
etc. Please indicate the number of incidences by completing the relevant block
Past Year
1.3
0 - 20%
Training
Indicate your company’s top management experience by ticking the relevant boxes below.
Experience
Avg. Years
Less than
5-10 years 10-15 years
15-20
over 20
5years
years
years
1.5 Does your company have Electronic Data Interface Capabilities (EDI)? Please indicate by ticking
the relevant box.
1.5.1
Does your company have electronic interfaces into customer applications?
YES
1.5.2
Can information received from buyers be fed into your applications electronically?
YES
1.5.3
NO
NO
Can your company provide information to buyers in electronic formats?
YES
NO
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1.6
Does your company have any existing electronic link with your trading partners?
YES
1.7
How long has your company been trading or in operation? Please tick the relevant
block.
Less than 3
years
1.8
NO
3 - 5 years
6 - 10 years
11 -15
years
Over 15
years
Listed e.g. JSE (Johannesburg Stock Exchange) companies must complete the closing market
share value (per share) for the respective financial year ends as per Annual Financial
Statements submitted. (See below).
Year End
Closing Share Market
Value
We hereby confirm that above information has been completed to the best of our knowledge
and that no attempt has been made to misrepresent or misstate the facts or answer as
required by this questionnaire.
Signed by
Official Company
Stamp
Company Name
Surname &
Initials
Position
Date
B. Information Needed For Financial Assessment
The following information must be submitted with the RFP documents;

Annual Certified / Audited Financial Statements i.e. Balance Sheet, Income Statement / Detailed Income
Statement and Cash Flow Statement - for the past three years. Should the Bidder/s be an agent, the
abovementioned financial statements for the provider of the services must also be submitted?

A detailed description of business relationships / agreement between the Bidder and their licensor /
franchisee / partner shall be provided as well as the identification of any restrictions.

A statement by the Bidder confirming that none of his personnel has any involvement or interest in RAF.

Contact names and telephone numbers of at least three key / largest customers of the Bidder/s.

Bidder/s banking details i.e. account number, name of main bank and branch.

Group Structure or Family Tree (including percentage shareholding or member interests).
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
Non-listed entities to submit a brief report or review on operations, current financial results and
future
plans.
All requested information in A and B above must be completed and submitted. This information is
critical for assessment purposes. Should abovementioned information be unavailable for any
reason, RAF may disqualify the bid for information not submitted.
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SBD 8
ANNEXURE D: DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT
PRACTICES
1
This Standard Bidding Document must form part of all bids invited.
2
It serves as a declaration to be used by institutions in ensuring that when goods and services are
being procured, all reasonable steps are taken to combat the abuse of the supply chain
management system.
3
The bid of any bidder may be disregarded if that bidder, or any of its directors havea. abused the institution’s supply chain management system;
b. committed fraud or any other improper conduct in relation to such system; or
c.
4
failed to perform on any previous contract.
In order to give effect to the above, the following questionnaire must be completed
and submitted with the bid.
Item
4.1
Question
Is the bidder or any of its directors listed on the National Treasury’s database
Yes
Yes
No
No
Yes
No
as companies or persons prohibited from doing business with the public
sector?
(Companies or persons who are listed on this database were informed in
writing of this restriction by the National Treasury after the audi alteram
partem rule was applied).
4.1.1
If so, furnish particulars:
4.2
Is the bidder or any of its directors listed on the Register for Tender
Defaulters in terms of section 29 of the Prevention and Combating of Corrupt
Activities Act (No 12 of 2004)?
To access this Register enter the National Treasury’s website,
www.treasury.gov.za, click on the icon “Register for Tender
Defaulters” or submit your written request for a hard copy of the
Register to facsimile number (012) 3265445.
4.2.1
If so, furnish particulars:
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4.3
Was the bidder or any of its directors convicted by a court of law (including a
court outside of the Republic of South Africa) for fraud or corruption during
the past five years?
4.3.1
If so, furnish particulars:
4.4
Was any contract between the bidder and any organ of state terminated
during the past five years on account of failure to perform on or comply with
the contract?
4.4.1
If so, furnish particulars:
Yes
No
Yes
No
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SBD 8
CERTIFICATION
I, THE UNDERSIGNED (FULL NAME)…………………………………………………
CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS TRUE AND
CORRECT.
I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT, ACTION MAY BE TAKEN
AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.
………………………………………...
Signature
…………………………..
Date
……………………………………….
…………………………..
Position
Name of Bidder
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SBD 9
ANNEXURE E: CERTIFICATE OF INDEPENDENT BID DETERMINATION
1
2
3
4
This Standard Bidding Document (SBD) must form part of all bids¹ invited.
Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an agreement
between, or concerted practice by, firms, or a decision by an association of firms, if it is between
parties in a horizontal relationship and if it involves collusive bidding (or bid rigging).² Collusive
bidding is a pe se prohibition meaning that it cannot be justified under any grounds.
Treasury Regulation 16A9 prescribes that accounting officers and accounting authorities must take all
reasonable steps to prevent abuse of the supply chain management system and authorizes accounting
officers and accounting authorities to:
a.
disregard the bid of any bidder if that bidder, or any of its directors have abused the
institution’s supply chain management system and or committed fraud or any other improper
conduct in relation to such system.
b.
cancel a contract awarded to a supplier of goods and services if the supplier committed any
corrupt or fraudulent act during the bidding process or the execution of that contract.
This SBD serves as a certificate of declaration that would be used by institutions to ensure that, when
bids are considered, reasonable steps are taken to prevent any form of bid-rigging.
5
In order to give effect to the above, the attached Certificate of Bid Determination (SBD 9) must be
completed and submitted with the bid:
¹ Includes price quotations, advertised competitive bids, limited bids and proposals.
² Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to
compete, secretly conspire to raise prices or lower the quality of goods and / or services for
purchasers who wish to acquire goods and / or services through a bidding process. Bid rigging is,
therefore, an agreement between competitors not to compete.\
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SBD 9
CERTIFICATE OF INDEPENDENT BID DETERMINATION
I, the undersigned, in submitting the accompanying bid:
________________________________________________________________________
(Bid Number and Description)
in response to the invitation for the bid made by:
______________________________________________________________________________
(Name of Institution)
do hereby make the following statements that I certify to be true and complete in every respect:
I certify, on behalf of:_______________________________________________________that:
(Name of Bidder)
1. I have read and I understand the contents of this Certificate;
2. I understand that the accompanying bid will be disqualified if this Certificate is found not to be true
and complete in every respect;
3. I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on behalf
of the bidder;
4. Each person whose signature appears on the accompanying bid has been authorized by the bidder to
determine the terms of, and to sign the bid, on behalf of the bidder;
5. For the purposes of this Certificate and the accompanying bid, I understand that the word
“competitor” shall include any individual or organization, other than the bidder, whether or not
affiliated with the bidder, who:
(a) has been requested to submit a bid in response to this bid invitation;
(b)
could potentially submit a bid in response to this bid invitation, based on their
qualifications, abilities or experience; and
(c)
provides the same goods and services as the bidder and/or is in the same line of
business as the bidder
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6. The bidder has arrived at the accompanying bid independently from, and without consultation,
communication, agreement or arrangement with any competitor. However communication between
partners in a joint venture or consortium³ will not be construed as collusive bidding.
7.
In particular, without limiting the generality of paragraphs 6 above, there has been no consultation,
communication, agreement or arrangement with any competitor regarding:
(a)
prices;
(b)
geographical area where product or service will be rendered (market allocation)
(c)
methods, factors or formulas used to calculate prices;
(d)
the intention or decision to submit or not to submit, a bid;
(e)
the submission of a bid which does not meet the specifications and conditions of the bid; or
(f)
bidding with the intention not to win the bid.
8. In addition, there have been no consultations, communications, agreements or arrangements with any
competitor regarding the quality, quantity, specifications and conditions or delivery particulars of the
products or services to which this bid invitation relates.
9. The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly or
indirectly, to any competitor, prior to the date and time of the official bid opening or of the awarding
of the contract.
³ Joint venture or Consortium means an association of persons for the purpose of combining their
expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a
contract.
10. am aware that, in addition and without prejudice to any other remedy provided to combat any
restrictive practices related to bids and contracts, bids that are suspicious will be reported to the
Competition Commission for investigation and possible imposition of administrative penalties in terms
of section 59 of the Competition Act No 89 of 1998 and or may be reported to the National
Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting
business with the public sector for a period not exceeding ten (10) years in terms of the Prevention
and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable legislation.
…………………………………………………
Signature
……………………………………………….
Position
…………………………………
Date
…………………………………
Name of Bidder
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ANNEXURE F:
SCOPE OF WORK: SUPPLY, CONFIGURE, INSTALL AND MAINTAIN AN INTERFACE
SYSTEM BETWEEN SAP AND RAF BIOMETRIC SYSTEM
BID SPECIFICATION - INTERFACE SYSTEM BETWEEN SAP AND RAF BIOMETRIC SYSTEM
1. BACKGROUND OF THE ROAD ACCIDENT FUND (RAF)
The Road Accident Fund was established through an Act of Parliament in 1996 (RAF Act 56 of 1996) and
came into operation on 1 May 1997. The Act gives the RAF the mandate to pay compensation in
accordance with applicable statutes for personal loss or damage wrongfully caused by the driving of motor
vehicles. The RAF also has satellite offices in Nelspruit, Polokwane, Welkom, Port Elizabeth, Newcastle,
Tzaneen, Lichtenburg, Bloemfontein and Kimberly.
2. SPECIAL INSTRUCTIONS TO BIDDERS
a)
Should a bidder have reasons to believe that the Technical Specification is not open and/or is written for
a particular brand or product; the bidder shall notify Procurement Services within ten (10) days after
publication of the bid.
b)
Bidders shall provide full and accurate answers to the mandatory questions posed in this document, and
where required, explicitly state either “Comply/Not Comply” regarding compliance with the requirements.
Bidders must substantiate their response to all questions, including full details on how their
proposal/solution will address specific functional requirements. All documents as indicated must be
supplied as part of the submission.
c)
Bidders who do not comply with the mandatory requirements will not be considered.
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3. BACKGROUND OF THE BID
The Road Accident Fund (RAF) seeks to appoint a service provider with experience of no less than three years to
supply, configure, install and maintain a system which will assist the RAF with monitoring time and attendance.
4. SCOPE OF WORK
The successful bidder must supply, configure, install and maintain an interface system between SAP and RAF biometric
system which will integrate with the HR systems i.e. SAP (HR system) and IXP 400 (Access Control System).
4.1
4.2
The system must have, but not limited to, the following functionalities:

Management of overtime approvals and substitutions in bulk

Monitoring of absenteeism

Functionality to interface with the following components: SAP (HR and Payroll) AND IXP 400 (Access Control)

Leave audit

Accurate and practical Reporting of events and trends

Dashboards

Workflow tracking

Notifications on errors
The RAF Information Communication Technology

The RAF is currently using Oracle, Microsoft SQL Server in the environment. SAP BW is being used for
reporting purposes. The RAF is currently running on Citrix environment.

The system is required to Integrate with the RAF biometric system (IXP 400 running on Windows 7) and HR
System SAP ECC 6.
4.3
4.3.1
4.3.2

The software must be compatible with all future SAP and IXP 400 upgrades.

The software should have no dependency on IT hardware.
Service Levels
Configuration guide to be provided to the RAF before the actual configuration.
The bidder must provide RAF with an experienced resource / resources and replacement where required for the
project and detailed CV’s are required.
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4.3.3
Before go live, the following must be provided:

Training to be provided to four (4) RAF ICT officials (skills transfer including configuration guide)

Training to be provided to Sixteen (16) Human Resource Administrators (train the trainer including
presentation and training manual)
4.4
Maintenance and Support
Provide the RAF with three (3) years guarantee and support after go live.
Maintenance and support rates to be provided and advice on how maintenance will work.
5. EVALUATION CRITERIA AND METHODOLOGY
5.1
The evaluation criteria will be based on the following requirements:
Mandatory (Comply or Not Comply)
5.1.2 Bidders who do not meet the mandatory requirements will be disqualified.
5.1.3 Technical Functional Requirement (100 points).
5.1.4 Threshold to proceed to price and B-BBEE is 65.
5.1.5 Price and B-BBEE Evaluations (90/10 points).
6. TECHNICAL MANDATORY & TECHNICAL FUNCTIONAL CRITERIA
6.1 TECHNICAL MANDATORY REQUIREMENTS
Bidders must indicate compliance with this requirement as follows- “Comply” with a  or "Not comply” with an X.
Note: The following specific requirements must be met by the bidders and it will be expected of bidders
to supply proof or confirm their commitment where applicable.
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6.1.1 Mandatory
Comply
Not Comply
Comply
Not Comply
Comply
Not Comply
The Bidder must confirm that they have read and understood the terms and
conditions set out in the attached Service Level Agreement (Annexure G) which
terms and conditions the bidder accepts, in the event that the RAF awards
contract to the bidder pursuant to this bid, please mark the appropriate box
A.
A Proposed Implementation Schedule
B.
A Proposed Pricing Schedule
C.
A Proposed Methodology
Substantiate / Comments
6.1.2 Mandatory
Failure by the RAF and the successful bidder to conclude a contract within 14 days
following the issuing by the RAF of the award letter to the successful bidder, will
result in the bid being deemed to be non-responsive which will then entitle the
RAF, at its sole discretion, to consider other responsive bids and award the tender
to another bidder or bidders, please mark the appropriate box.
Substantiate / Comments
6.1.3 Mandatory
The proposed software must be compatible and compliant; the Bidder must
provide a letter of accreditation of the solution to be installed, Please mark the
appropriate box.
Substantiate / Comments
NOTE: FAILURE TO COMPLY WITH ALL OF THE MANDATORY REQUIREMENTS WILL LEAD TO
DISQUALIFICATION OF THE BIDDER
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6.2 Technical / Functional Criteria
With regards to technical / functional criteria, the following criteria shall be applicable and the maximum points of each
criterion are indicated in the table below:
Technical Requirements: Technical / Functional Criteria
Points
Proposal is required:
6.2.1 The bidder must propose a methodology for the supply, configure, installation and
maintenance of a monitoring system for time and attendance covering all of the issues below:

Management of overtime approvals and substitutions in bulk five (5) points

Monitoring of Absenteeism five (5) points

Functionality to interface the following components: SAP HR, PAYROLL AND IXP 400 five (5)
points

Leave audit five (5) points

Accurate and practical Reporting of events and trends five (5) points

Dashboards five (5) points

Workflow tracking five (5) points

Notifications on errors five (5) points
40
The bidder will be scored five (5) points on each of the above points and zero (0) for non compliance of the
above points.
Substantiate / Comments
Technical Requirements: Technical / Functional Criteria
Points
6.2.2 The bidder must provide information about the experience of the company relating to
projects of a similar nature.
Experience: Scoring Matrix
Years of experience of projects of a similar nature
Score
<3
0
3 to 6
15
7 to 11
20
12 or more
25
25
Substantiate / Comments
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Technical Requirements: Technical / Functional Criteria
Points
6.2.3 The bidder must provide a detailed CV/s of the Project Manager/s to be deployed to the RAF
describing experience related to the project.
Project manager’s years of experience of projects of a similar nature
Years of experience of projects of a similar nature
Score
<3
0
3 to 5
5
5 or more
10
10
Substantiate / Comments
Technical Requirements: Technical / Functional Criteria
Points
6.2.4 The bidder must provide the Implementation Schedule to be followed. The Implementation
Plan should provide timelines for each of:

Supply

Configure

Install

Maintain

Training
15
a) Skills transfer to four (4) ICT employees
b) Train the trainer for sixteen (16) HR Administrators
The implementation schedule should include all the points above, if one of the points above is missing the bidder
will be scored zero.
Substantiate / Comments
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Technical Requirements: Technical / Functional Criteria
Points
6.2.5 Reference Questionnaire
Bidders are requested to send the attached reference questionnaires to three (3) of their clients where similar
services were rendered and attach the completed reference check questionnaires to the bid response.
Bidders may make copies of the relevant pages for this purpose.
Scoring of the reference questionnaire will be as follows:
For each questionnaire submitted, the relevant reference questionnaire will be scored individually. For each of
the six (6) questions the response will be scored out of 5 according to the table below:
Response
Score out of 5
No response
0
Poor
1
Below Average
2
Average
3
Good
4
Very Good
5
10
The score for each of the six questions will be added together to obtain a score out of 20. The score out of 10
for each of the three questionnaire will be added together to obtain a score out of 90. The score out of 90 will
be multiplied by the 10 points allocated to the sub-criterion and divided by 90 to obtain the points score out of
10 for Reference Questionnaire.
Substantiate/Comments
Threshold
Bidders scoring 65 points or more out of 100 points on functional / technical criteria will be further
evaluated on Price and BEE.
RFP: SUPPLY, CONFIGURE, INSTALL AND MAINTAIN AN INTERFACE SYSTEM BETWEEN SAP AND RAF
BIOMETRIC SYSTEM - RAF/2014/00025
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REFERENCE QUESTIONAIRE: SUPPLY, CONFIGURE, INSTALL AND MAINTAIN AN INTERFACE SYSTEM
BETWEEN SAP AND RAF BIOMETRIC SYSTEM
Bidders Name: ………………………………………………………………………………………………………
Thank you for making time to respond to this questionnaire.
The Road Accident Fund (RAF) is a statutory body that, in terms of the provisions of the Road Accident Fund Act, 1996 (Act
56 of 1996), exists to provide cover to all persons within the borders of South Africa for loss or damage resulting from
death or bodily injury caused by the negligent driving of motor vehicles within the borders of the country.
The RAF requested a bid for a service provider to supply, configure, install and maintain an interface system
between SAP and RAF biometric system.
We would like to do a reference check that will take approximately 15 minutes of your time. Your assistance will help us in
making the final decision for the appointment of the bidder. This information will be treated as confidential.
Brief description of services rendered: …………..………………………………………
Approximate duration over which services were rendered: …………..………………………………………
Provinces of South Africa where services were rendered: …………..………………………………………
How do you rate this company / organisation / individual on the following areas?
1.
Capacity of the company to meet expectations
Poor
Below Average
Average
Good
Very Good
Comments:
2.
(1
(2
(3
(4
(5
out
out
out
out
out
of
of
of
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5)
5)
5)
5)
5)
Quality of the work done
Poor
Below Average
Average
Good
Very Good
Comments:
(1
(2
(3
(4
(5
out
out
out
out
out
of
of
of
of
of
5)
5)
5)
5)
5)
RFP: SUPPLY, CONFIGURE, INSTALL AND MAINTAIN AN INTERFACE SYSTEM BETWEEN SAP AND RAF
BIOMETRIC SYSTEM - RAF/2014/00025
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3.
Professionalism of the team rendering the service to you
Poor
Below Average
Average
Good
Very Good
Comments:
4.
5)
5)
5)
5)
5)
(1
(2
(3
(4
(5
out
out
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5)
How likely is the service of the company to be used in future?
Poor
Below Average
Average
Good
Very Good
Comments:
7.
of
of
of
of
of
Overall satisfaction with the entire scope of work including supply, configure, installation and
maintenance.
Poor
Below Average
Average
Good
Very Good
Comments:
6.
out
out
out
out
out
Timeliness of response to issues within expected or contracted timeframes
Poor
Below Average
Average
Good
Very Good
Comments:
5.
(1
(2
(3
(4
(5
GENERAL COMMENTS
RFP: SUPPLY, CONFIGURE, INSTALL AND MAINTAIN AN INTERFACE SYSTEM BETWEEN SAP AND RAF
BIOMETRIC SYSTEM - RAF/2014/00025
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Your Company Name:
…………………………………………………………………………………………………
Contact Person Name:
…………………………………………………………………………………………………
Contact Person Position:
…………………………………………………………………………………………………
Contact Number:
…………………………………………………………………………………………………
E-mail Address:
…………………………………………………………………………………………………
Signature:
…………………………………………………………………………………………………
Thank you very much for your time.
RFP: SUPPLY, CONFIGURE, INSTALL AND MAINTAIN AN INTERFACE SYSTEM BETWEEN SAP AND RAF
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PRICING SCHEDULE FOR THE SUPPLY, CONFIGURE, INSTALL AND THE MAINTAIN AN INTERFACE BETWEEN
SAP AND RAF BIOMETRIC SYSTEM.
This annexure should be completed and signed by the Bidder’s authorised personnel as indicated below:
1.
Please indicate your total bid price here ………………………………… (compulsory)
Important: It is mandatory to indicate your total bid price as requested above. This price must be the same as
the total bid price you submit in your pricing schedule. Should the total bid prices differ, the one indicated
above shall be considered the correct price.
Bidder must price on the following:
Cost Breakdown
Blueprint
Configuration
Testing
Training
Skills transfer ( 4)
train the trainer ( 16 )
Implementation
Support as and when required
Maintenance
Licences (Indicate discounts for the number of
licences to be purchased)
Total (Vat Exclusive)
VAT
Total (Vat Inclusive)
NOTE: All prices must be VAT inclusive and must be quoted in South African Rand (ZAR).
YES
NO
Are the rates quoted firm for the full period of the contract?
Mandatory: If the prices are not firm for the full period, provide details
Comply
Not Comply
of the basis on which adjustments shall be applied e.g. CPI, and
also details of the cost breakdown.
Substantiate / Comments
RFP: SUPPLY, CONFIGURE, INSTALL AND MAINTAIN AN INTERFACE SYSTEM BETWEEN SAP AND RAF
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The following exchange rates as on [add relevant date of advertisement] at [add relevant time] must be used:
[add relevant exchange rates - R/GBP, R/EUR and R/USD]
No price adjustments that are 100% linked to exchange rate variations
Comply
Not Comply
Comply
Not Comply
shall be allowed
Substantiate / Comments
The bidder must indicate clearly which portion of the service price as
well as the monthly costs is linked to the exchange rate.
Substantiate / Comments
All additional costs must be clearly specified.
Comply
Not Comply
Substantiate / Comments
Bidder’s Name:
Signature:
Date:
RFP: SUPPLY, CONFIGURE, INSTALL AND MAINTAIN AN INTERFACE SYSTEM BETWEEN SAP AND RAF
BIOMETRIC SYSTEM - RAF/2014/00025
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